REQUEST FOR PROPOSAL

For Selection

of

“State Level Agency”

For IT enablement with Data Management,Software Development & Customization,

Provisioning of Technical Manpower and ITInfrastructure

In the Office of the Chief Electoral Officer,West Bengal

E-Tender No. < CEOWB/2016/e-tender/001-Re-tender > Date: <11.11.2016>

November, 2016

Issued ByChief Electoral Officer, West Bengal

21, Netaji Subhas Road, Balmer Lawrie Building,Kolkata – 700001.

Table of Contents

Glossary of Abbreviations ………………………………………………………. 1

1. Bid Data Sheet ...………………………………………………………………. 2

2. Project Overview …………………………………………………………….... 3

3. Scope: …………………………………………………………………………… 5

3.1. Tender Schedule ……………………………………………………. 5

3.2. Scope of Work ……………………………………………………… 5

3.3. Provisioning of Technically Trained Manpower & Hardware …….. 9

4. Eligibility ……………………………………………………………………….. 12

4.1. Eligibility Criteria ………………………………………………....... 12

5. Technical & Financial Bid Consideration and Evaluation ………………….. 14

5.1. Technical and Financial Bid Consideration & evaluation ……………. 14

5.2. Financial Bid Evaluation ……………………………………………… 16

5.3. Taxes and Duties ……………………………………………………… 17

5.4. Mode of Submission of Bids ………………………………………….. 17

5.5. Pre-Bid Meeting ……………………………………………………….. 17

5.6. Cost of Bidding ………………………………………………………... 18

5.7. Language of Bidding ………………………………………………… 18

5.8. Bid Forms ……………………………………………………………… 18

5.9. Earnest Money …………………………………………………………. 18

5.10 Performance Bank Guarantee ………………………………………… 19

6. Instruction to Bidders …………………………………………………………... 19

6.1. General guidance for e-Tendering ……………………………………. 19

6.2. Registration of Contractor …………………………………………….. 19

6.3. Digital Signature Certificate (DSC) …………………………………… 19

6.4. Submission of RFP/Tenders …………………………………………… 20

6.5. Bid Submission Process ……………………………………………….. 20

6.6. Technical Proposal ……………………………………………………. 20

6.7. Bill of Quantity (BOQ) ………………………………………………… 21

6.8. Special Terms & Conditions ………………………………………….. 21

6.9. Bid Opening …………………………………………………………… 21

6.10. RFP/Tender Rejection Criterion ……………………………………..... 21

6.11. Arbitration …………………………………………………………….. 22

6.12. Period of Agreement ………………………………………………….. 22

6.13. Signing of agreement …………………………………………………. 22

6.14. Mode of Payment ……………………………………………………. 22

6.15.1.Price Format ………………………………………………………….. 23

6.16.2.Penalties for delay in team mobilization ……………………………… 23

6.17.3.Liquidated Damages ………………………………………………….. 23

6.18.4.Exit Policy …………………………………………………………… 23

6.19. Termination ………………………………………………………….. 24

6.20. Software Licenses …………………………………………………… 24

7. Check List ……………………………………………………………………… 26

8. Annexure ……………………………………………………………………….. 26

8.1. Annexure I : Covering Letter Format of Technical Bid ……………... 26

8.2. Annexure II (Format for Financial Bid) ……………………………… 28

6.21. Obligations of the Selected Agency …………………………………. 24

6.22 Work Policy …………………………………………………………. 25

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Glossary of AbbreviationsAC Assembly Constituency

BE Bachelor of Engineering

B. Tech Bachelor of Technology

BLO Booth Level Officer

BOQ Bill of Quantity

CEO Chief Electoral Officer

CMM Capability Maturity Model

DC Data Centre

DD Demand Draft

DEO District Election Officer

DRC Disaster Recovery Centre

ECI Election Commission of India

EMD Earnest Money Deposit

ERMS Electoral Roll Management System

ERO Electoral Registration Officer

HR Human Resource

IT Income Tax

LD Liquidated Damages

MCA Master of Computer Applications

NIC National Informatics Center

PC Personal Computer

PAN Permanent Account Number

PBG Performance Bank Guarantee

PoA Power of Attorney

PSU Public Sector Undertaking

RFP Request for Proposal

SLA State Level Agency

USB Universal Serial Bus

UPS Uninterrupted Power Supply

WiFi Wireless Fidelity

WB West Bengal

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1. Bid Data Sheet1 RFP/e-Tender Inviting Authority Office of the Chief Electoral Officer, West Bengal

2 Name of the Work Selection of “State Level Agency for ITenablement with Data Management, SoftwareDevelopment & Customization, Provisioningof Technical Manpower and IT infrastructurein the Office of the Chief Electoral Officer,West Bengal

3 RFP/Tender Reference CEOWB/2016/e-tender/001-Re-tender dt 10.11.2016h

4 Start Date for the Issue ofRFP/Tender Documents

11.11. 2016 (Friday)

5 Last date for seeking clarifications 16.11.2016 upto 4:00 PM

6 Date and Time ofPre-Bid Conference

17.11.2016 (Thursday) at 11:30 hours

7 Last date and time for submissionof Bids

28.11.2016 at 10:00 AM

8 Opening of Technical Proposal 28.11.2016 (Monday) at 11.30 hrs.

9 Place of Opening ofTechnical Proposal

Office of the Chief Electoral Officer, West Bengal, 21,Netaji Subhas Road, Balmer Lawrie Building, Kolkata–700001.

10 Presentation by bidders whomeet the bid eligibility criteria

29.11.2016 at 11.00 (Tuesday)

11 Date of uploading list forTechnically QualifiedBidder

30.11.2016 (Wednesday)

12 Opening of Financial Proposal 01.12.2016 at 3.00 hrs.

13 Earnest Money Deposit (EMD) ₹/- 2.00 lakhs (Rupees two lakhs only)

14 Contact Persons and Designation 1. Mr. Amitjyoti Bhattacharji, Dy. Chief ElectoralOfficer, West Bengal.

2. Mr. Anjan Ghosh, Dy. Chief Electoral Officer,West Bengal.

3. Mr. Ashis Baran Pal, System Manager, CEO, WB.15 Address for Communication Office of the Chief Electoral Officer, West Bengal, 21,

Netaji Subhas Road, Balmer Lawrie Building, Kolkata–700001.Landline : 033-2231-0840Fax : 033-2231-0840E-mail:ceo_westbengal@eci.gov.inceo-election-wb@nic.inceowbelection@gmail.comwbelection@gmail.comWebsite: www.ceowestbengal.nic.in

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2.Project OverviewThe project objective is management of a huge volume of sensitive structural data as perguidelines of the Election Commission of India. The selected SLA will have to maintain data onElectoral Roll Data Base with image/photographs of electors including Service electors for theentire state as per guidelines of the Commission through its prescribed software. Electors’ PhotoIdentity Card (EPIC) preparation is also to be carried out round the year. The central database hasto be updated after every field work and will require real time synchronization with the data ofthe district level.

One of the most fundamental requirements of the project is development/customization of all theexisting software of ECI/CEO WB, ERMS and other software applications to meet all the complexand varied needs of the project including maintenance of the official website and portal of CEO,WB. In addition to the existing software, data will have to be managed through ERMS (ElectoralRoll Management System) software provided by the Election Commission of India or through anysoftware/application prescribed by ECI or CEO, WB in future. Compliance of all the instructionsof ECI and CEO, WB will have to be ensured in a time-bound manner.

The selected SLA should work for effective IT enablement, data management, softwaredevelopment & customization, provisioning of technical manpower and IT infrastructure in theOffice of the Chief Electoral Officer, West Bengal for Electoral Roll Management and Conduct ofElection, as per requirement or instruction of the Election Commission of India or CEO, WB.

ERMS (Electoral Roll Management System)

The Election Commission of India has introduced the Electoral Roll Management System (ERMS)to facilitate an effective and error free Election process in the entire country. Through this system,the intensive & summary revisions i.e. updations, additions and deletions required in the electoralroll can be easily managed and the time and expense on the information storing, sharing andpublishing gets reduced. The application software reduces the manual work, streamlines theoperation and hence increases efficiency, transparency and productivity. The ERMS (Electoral RollManagement System) covers the entire process of Electoral Roll preparation for the state fromElectoral Roll Revision data management to final Electoral Roll publishing& EPIC generation.

The ERMS comprises of the following main modules:

Admin Module (For managing users ) Intensive / Summary Revision Data Upload Application ERO / AERO Application Integration and Roll Printing Application Electors’ Photo Identity Card Preparation and Printing Application Searching Module (Web based) Control Table Management Module,etc.

The Office of the CEO, WB now intends to go for selection of agency for a period of 03 (three)years for the above noted works.

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Electoral Roll

Control Table

Uploaded

Form 7,8 & 8A

Form 6

Bulk Export

ManagingElectoral Roll

includes insertion,deletion, updatingand transpositionwithin AC. And

printing ofElectoral Roll

including one ormultiple

supplementarylist.

State LevelSystem

ERO

BLOs

Door to doorverification

Electors

Local Machine

= Database

Architecture of ERMS

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3.Scope:

3.1. RFP/Tender Schedule

The schedule which will be followed during this tender process is mentioned under Section 1 -Bid Data Sheet, unless otherwise stated by the Office of the CEO, WB.

The online e-Tenders should be uploaded in the website https://www.wbtenders.gov.in not laterthan 1459 hrs. on the date mentioned in the Bid Data sheet.

The online tendering process shall be stopped beyond the time mentioned above.

The CEO, WB, may, in exceptional circumstances and at his discretion, extend the deadline forsubmission of the proposals by issuing an Addendum only.

3.2.Scope of Work

The scope of work for the assignment is as given below; the responsibility of the selected agencywill be:

Managing / Maintaining Database Management System

A. Data Base Management

1. The Office of the Chief Electoral officer, West Bengal, handles and maintains a hugevolume of sensitive structural data as per guidelines of the Election Commission of Indiathrough its existing software. The database mainly consists of Control Table and ElectoralRoll Data Base with image/ photographs of electors including Service electors for theentire State of West Bengal having a size of more than 1.5 Terabyte. The Basic Database ismaintained and managed centrally from the data centre at CEO office at Kolkata. Theelectoral roll data is dynamic in nature as names of new electors are added, deleted andmodified continuously throughout the year and hence a large scale data-entry andsoftware based works will have to be managed.

2. Apart from the electoral roll, the EPIC (Elector’s Photo Identity Card) preparation work isalso carried out round the year. Software related to it, requires necessary updation as perguidelines of ECI.

3. The data on Photo Electoral Roll and EPIC has to be maintained Assembly Constituency(AC)-wise and handed over in suitable platform along with data-entry modules and otherrelated software to the field level vendors appointed by DEOs. The selected agency shallbe responsible for consolidation and integration of photo electoral roll and EPIC databasebefore every draft publication which is normally held once in a year by using offlineSoftware. Draft and Final Roll PDF generation should also have to be done.

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4. The selected agency shall maintain and update central database after every field work anddevelop real time synchronization with district data. Field level work generally relates torevision of electoral roll, electoral roll purification programme, EPIC campaign, operationsin permanent EPIC Centres, continuous updation of electoral roll, rationalization ofpolling stations etc. Control Table shall be rectified and updated on regular intervals.

5. The database has to be made operational on MS-SQL platform.6. The selected agency should be able to work on vernacular data especially Bengali, Hindi,

Nepali etc. scripts. They should be able to transliterate the electoral rolls as and whenrequired for the purpose of preparation of bilingual electoral rolls or EPIC.

7. For these works the existing software of CEO, WB may have to be customized and as perrequirement additional features may have to be incorporated or additional software haveto be developed.

8. In addition to the existing software data will also have to be managed through the ERMS(Electoral Roll Management System) software provided by the Election Commission ofIndia. ERMS Software has been updated, customized and security audited by NIC, WB.The said software may have to be updated /customized as per requirement to facilitateproper and smooth working. As the ERMS deployment is in NIC DATA CENTRE, newlydeveloped/updated /customized modules will require security audit certification as andwhen required by NIC.

9. In future electoral roll management may have to be done through anysoftware/application prescribed by ECI or CEO, WB.

10. As the database structure for the electoral roll, EPIC etc. is prescribed by the ECI, strictadherence to the structure to ensure compatibility for replicating the data of West Bengalinto the National database has to be ensured.

11. After commissioning of ERMS project, the existing software of CEO, WB and ERMS willrun parallely for next 1 (one) year from the date of execution of contract or decision of theCEO, WB, as the case may be. Thus, the selected agency is required to provide support toboth the systems simultaneously during this period.

12. Moreover all the existing software of ECI/CEO, WB will have to be maintained by theselected agency and additional software application may have to be developed orcustomized or maintained as per requirement or instruction of the Election Commission ofIndia or CEO, WB.

B. Data Back-up Policy

1. The database is kept in an MS-SQL server RDBMS and proper upkeep of the data, allrelated software and all the source codes have to be ensured. The selected agency shallmaintain centralized electoral roll (including images) and EPIC database in MS-SQL forthe entire state. The data including images should be kept as data structure prescribed byECI.

2. Daily incremental back-up and full back-up of data in every seven days have to be kept. Ithas to be ascertained that the given data is complete and workable for use.

3. The database, all the ECI software including ERMS, customized ECI software, softwarewhich are previously owned by CEO, WB, software which will be customized and reportswhich will be developed by the selected agency in the course of the work, will be the

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property of office of the Chief Electoral Officer, WB. A working copy of the source codes of(including the latest patch, version) these software/ reports should be given to theconcerned officer of the Chief Electoral Officer, WB, designated for this purpose by theoffice, as and when there is a new development/change.

C. Verification, Validation of Data and Report Generation

1. Validation and cleansing of database to be done based on the criteria specified by CEO,WB.

2. Report generation software/query applications have to be developed, which is to be runat the state and district level.

3. Required reports, data, software will be made available by the selected agency as per thegiven time bound schedule. Any report, data, software which is provided by its personnel,for usage will be given after appropriate test checking.

4. Any report, data, software received /customized or developed for usage/ implementationwill be shown to the concerned officer designated for the purpose in CEO office andshould be implemented or launched only after getting approval by CEO office.

D. Security Controls

1. Full security of the data is required. For this purpose the following have to be maintained:a.No personnel/staff can take or send the data, reports and the software’s outside the

premises of the office of the CEO, WB without explicit permission of the CEO, WB.b.Personal or any non-official use of the data, software, and reports is absolutely not

allowed.2. No other utilization of the internet connections, IP address of DC and the server space for

any other purpose than required by the office of the Chief Electoral Officer, WB, isallowed.

3. It has to be fully ensured that in the process of carrying out of any work related to thedatabase/ERMS, there is no unauthorized loss of data in any case and the database has tobe kept safely in an error free manner.

4. Proper upkeep of all the software’s, all the source codes and the data has to be ensured.5. The work may involve contacts with the field functionaries, vendors etc. for resolving

various types of technical problems or for better understanding. These communicationswill have to be immediately shared with the Office of the Chief Electoral Officer, WB. Nodata, software, password/ user credentials or information of sensitive nature will beshared by the stationed personnel without taking permission from the officer authorizedin the office of the Chief Electoral Officer, WB for this purpose.

6. There will be third party security audit of the database and the software maintained andthose developed, in course of work. The selected agency shall fully cooperate with themfor such audit by modification of codes for removal of any vulnerability and closure of allnon-compliances. Thus the agency will be responsible for conducting security audit fromthird party agencies and submit the clearance certificate to NIC Data Centre authority.

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E. Access Control Issues

1. The personnel, who will have access to back end of the database, have to be securitycleared, especially the database administrator. User credentials for accessing the servers,network, application and database are to be kept secret and in no case it shall be disclosed.

2. If any password or security feature is put within any software for running of anyapplication then a copy of the login id, password for the users including administrator willbe provided to the concerned officer designated for this purpose by CEO, WB.

3. No unauthorized access or interpolation to the database/ERMS /any other softwareapplication is allowed.

F. Mandatory Requirements

1. 100% compliance of all the instructions of ECI will have to be ensured in a time boundmanner. Similarly full compliance of the orders of CEO, WB will also have to be ensured.

2. Server infrastructure for ERMS is already established by NIC at NIC Mini -DC at NizamPalace Kolkata. It consists of 2 (two) high end load balanced application server (fail over)and 2 (two) high end DB server in active-passive mode. Data from DB Server will be storedin NIC storage (SAN) where 4TB space has been allocated by NIC for ERMS. Originallicenses for Operating system and MS SQL server have been purchased. Therefore, theselected agency need not require any server/cloud for ERMS implementation. A DR site islikely to be set up soon at a remote NIC Data Centre.

3. Full data replication has to be ensured between DC and DRC. So that at any time theERMS can be operationalized either with DC or by DRC. Periodic DC/DR fail-over testshould be conducted.

4. The selected agency has to ensure 24x7x365 days operationalization of theDatabase/ERMS Server Clusters at NIC Data Centre. The System Administrator shall beresponsible for upkeep and troubleshooting of the Server Infrastructure at NIC NizamPalace Data Centre remotely from CEO office. He will also be responsible for the upkeepof the same arrangement at the DR centre. He shall timely report problems to theappropriate vendors and NIC Data Centre and also coordinate the maintenance activity, ifrequired.

5. The System Administrator will be responsible for Installation, Configuration,Troubleshooting and Management of Windows Server Operating System and MSSQLServer, Clustering of Servers (Application and Database servers), backing up of databasestrictly adhering to backup policy of the CEO office. The agency shall be responsible forany kind of data loss and service delivery delay.

6. During election period, various works like generating Marked Copy of Photo ElectoralRoll, generating of alphabetically arranged Photo Electoral Roll, Voter Slip etc. are heldand at the same time various software’s and modules have to be run to facilitate thesmooth conduct of election process.

7. The selected agency shall be responsible for developing, maintaining and updatingsoftware for randomization of polling personnel and EVMs as per guidelines of ECI. Theselected agency shall be further responsible for developing, maintaining and updating Rolland Election Management software as per requirement of CEO, WB.

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8. The selected agency shall be responsible for maintenance and upkeep with 99% uptime ofcomputer and network infrastructure (LAN), including servers hosting the electoral roll,photo and EPIC data, and all software at the office of the CEO, WB. A list of ITinfrastructure in CEO’s office will be given at the time of pre-bid meeting and bidders caninspect these if desired.

G. Additional Requirements

1. The selected agency shall be responsible for providing training to the State/ Districtofficials and vendors appointed by CEO/DEO/SDO/ERO during field level work or anykind of application which will be newly implemented as decided by CEO, WB and shallalso evaluate and verify the work of the vendors appointed by the DEOs. Also they wouldrequire to make field visit at district/sub-division/ERO offices to supervise and monitorfield level work as per instruction of CEO office.

2. The selected agency may be required to visit ECI, New Delhi as per requirement.3. Preparation and delivery of data in pdf formats in CDs/DVDs to CEO, WB/District

offices/others, has to be done by the selected agency on their own cost as per requirementof CEO office. 2 (two) sets of ABCD (Archival Back-up CD)-ROMs shall be handed over toCEO, WB after every draft and final publication of photo electoral rolls.

4. The selected agency should be responsible for providing technology solutions and supportto the CEO and District Election Officers (DEO) in implementing and maintaining allelection related applications and programmes.

5. The selected agency should maintain the website and portal of the CEO, WB and shoulddevelop and maintain all IT related applications/software as per requirement of CEO, WBand ECI.

6. The selected agency should advice; guide and handhold with the office of the CEO, WB inall issues related to technical matters and even propose re-engineering of the involvedprocesses wherever possible for carrying out the various activities of the office subject todirections issued from time to time by ECI/CEO, WB.

3.3 Provisioning of Technically Trained Manpower &Hardware

A. The essential manpower to be provided by the selected agency and their desired

qualification are given below:

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Manpower Req.No. Qualification Experience

1. DatabaseAdministratorcum SystemAdministrator

1 MCA/BE/ B.Tech in CSE orIT (1st

Class)

1. SQL Server 2008 or Above.2. Experience of 3 years and above worked

as DBA of SQL Server.3. Experience of handling large databases.4. Well versed in SQL procedure, Trigger,

Replication, Security on database, Backup &Restore.

5. Installation, Configuration,Troubleshooting and Management ofWindows Server Operating System.

6. Knowledge of Clustering of Servers(Application and Database servers).

7. Configuring, troubleshooting andmaintenance of Virtual Private Serverthrough Microsoft Hyper-V Server

8. Knowledge of DBA (SQL Server)including Active-Passive SQLClustering, backup, Performance tuningetc.

2. SystemAnalyst/Sr.SoftwareDeveloper

1 MCA/BE/B.Tech in CSE orIT (1st

Class)

1. Experience of minimum 3 years of clientserver architecture and web basedplatform of Microsoft technology likeASP.Net,

2. Worked on minimum 3 projectsindependently.

3. Experience of designing software.4. Experience of handling large databases.5. Good knowledge of .net platform, Ajax,

Atlas etc.6. Well versed in IIS platform with

Microsoft Azure (cloud) basedApplication

7. Skills in working with Object OrientedDevelopment, Database Design, Client-Server systems, Study of RequirementSpecification, Cost Estimation, UMLdesign and Project Scheduling.

8. Knowledge in software security auditand performance tuning.

9. Skill in ASP.NET 4.5, Web services,WCF, MVC.

3.Network/Hardware supportstaff

1 BE/B.Tech/Graduate havingcertification inNetworking

1. Experience of 3 years and above.2. Experience of managing routers and

Layer 3 Switches.3. Experience of windows 2012.4. Well versed in IIS 6 or above.5. Having Knowledge in N-computing

system

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4. Dot Netprogrammers

2 MCA/BE/B.Tech in CSE orIT(1st Class)

1. Experience of 2 years and above.2. Worked on minimum 2 projects

independently.3. Experience of work in Team.4. Used SQL Server 2008 or higher as

backend.5. Well versed with Crystal Reports6. Well versed with ASP.NET7. Preferably software development of ERMS

or related software.5.Data EntryOperator

1 O – Level(DOEACC) orequivalent

Minimum 1 year experience in Data Entry inEnglish and Bengali.

Experience criteria in respect of manpower indicated above can be relaxed in case ofsuitable candidate, having experience in implementation of ERMS project.

Additional staffs may have to be engaged by the selected agency in times of requirementand rate of such staffs will be finalized on pro-rata basis on quoted and accepted rates inthe bid.

The selected agency is required to keep requisite personnel as mentioned above, stationedin the premises of Chief Electoral Officer, WB and if required may also have to deputepersonnel to the district level offices. Whenever required, the personnel have to workbeyond office hours as per requirement of CEO, WB without claiming additionalremuneration.

Under any circumstances out sourcing of manpower is not allowed to any third party orany group of companies of the selected agency.

B. Hardware

The Computer hardware, Scanner, Printer, LAN and other hardware and related softwareare to be provided by the selected agency.

The required working space, power supply, internet connection will be provided by theoffice of the Chief Electoral Officer, WB. The selected agency has to ensure that itspersonnel are able to understand and run these equipment’s and facilities well and ensureits proper upkeep.

The following generic hardware configurations as mentioned below are to be initiallyprovided by the selected agency:

Component Specification QuantityDesktop PC Latest x86 architecture Quad Core Processor (Physical

Cores) with minimum 3.0 Ghz base CPU clock speed 8GB DDR3 RAM with minimum 1600 Mhz frequency

extendable upto 16GB Cache size minimum 3Mb Compatible OEM Motherboard supporting USB 3.0, OEM

Keyboard & OEM Mouse OEM 19” Inch LED Monitor

6

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Cabinets to be equipped with 500GB HDD, DVD-RWOptical Drive, Wireless LAN, 2 Ethernet Ports

Microsoft Windows 8.1 Pro Operating System ProfessionalEdition

Licensed Anti-Virus Software with Real Time Protectionand regular Virus Definition Updates

Laptop OEM Laptop having latest x86 architecture Quad CoreProcessor (Physical Cores) with minimum 3.0 Ghz baseCPU clock speed.

8GB DDR3 RAM with minimum 1600 Mhz frequencyextendable upto 8GB

Cache size minimum 3Mb, compatible OEM motherboardsupporting USB 3.0, 1 Ethernet port and having at least 3USB ports.

500GB HDD, DVD-RW optical drive, wireless LAN Minimum 4 hrs of battery back-up. Microsoft Windows 8.1 Pro Operating System Professional

Edition Microsoft Office Professional Plus 2014 Licensed Anti-Virus Software with Real Time Protection

and regular Virus Definition Updates

2

Printer B&W Laser Printer Minimum print speed of 25ppm Print resolution 600X600 dpi Connectivity Hi-Speed USB WiFi Enabled

2

Scanner Automatic Document Feeder (ADF) Scanning Modes: Simplex/ Duplex, Color/ Grayscale/

Monochrome Document Size: 8.5 in. X 34 in. (Maximum) Scanning Speed: 30ppm/60 ipm WiFi Enabled

1

Storage Storage for backup of ERMS database for last 3 years. SAN of 5-10 TB

UPS 0.6 KVA X 10 or 3 KVA online UPS As per

requirement

Any further requirements can be determined only after consultation with the office of theChief Electoral Officer, WB.

To cater to the continuing IT needs of the office of the of CEO, WB the selected agencyshall provide additional IT infrastructure, including additional electrical outlets andnetworking in CEO, WB’s premises, mobile hard disks, flash memory devices and otherstorage media, DVDs and CDs, portable computing devices and digital cameras, newsoftware including upgrading and renewal of licenses of existing anti-virus andapplication software etc., on requisition by CEO, WB within 10% of the lump sum amountquoted as rates, which will be supported by appropriate documents or the same will bearranged by CEO, WB itself under intimation to the selected agency and the amount forsuch expenditure within the ceiling of 10% of the lump sum amount quoted by the

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selected agency will be deducted from the final bill amount of the selected agency for theagreement period.

4. Eligibility4.1. Eligibility CriteriaThe Bidder must have the following Eligibility Criteria and enclose the mentioned documentaryproof in Technical Bid, failing which the Bid shall not be considered for evaluation andwill be summarily rejected.

Sl.No. Criterion Supporting Documents to be

Submitted1. Be a registered Company (under the Indian

Companies Act) operating in India for at least 05years.

Copy of Incorporation / RegistrationCertificate self-attested by authorizedsignatory of the bidder.

2. The bidder must have an office in Kolkata orundertake to set up an office within 30 workingdays of signing of the agreement or else this willresult in forfeiture of the EMD.

A self-certified letter signed in theLetter head by the authorized signatoryof the bidder

3. The bidder must have an annual turnover ofFive Crores in Indian Rupees for each of the pastthree audited Accounting years

Copy of Certificate duly signed byStatutory Auditor

ORAnnual Profit & loss A/c and balancesheet of past 03 audited years.

ORIT receipt for last 3 financial years.

4. The Bidder must have a positive Net Worth forany two years in the preceding three auditedaccounting years.

Copy of Certificate duly signed byStatutory Auditor

5. Should not hold any sanction/black-listing byany PSU/State or Central Governmentorganization persisting on the last due date ofreceipt of RFP/tender.

Bidder should submit the declarationnotarized by first class magistrate

6. The bidder should have regular employees onits current payroll and must have successfullyexecuted minimum one similar project ofminimum contract value of Rupees fifty lakhs inthe last 3 years that require deploying tenpersonnel in related services.

A certified statement disclosing thenumber of regular employees in thepreceding three years and certificate tobe furnished from Authorized personin HR Department/Director/otherequivalent senior executive of theBidder mentioning the project title, thevalue of the contract, the contractduration, the number of persondeployed and project workorder/completion certificate.

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7. The bidder should have dedicated pool oftechnical personnel who are engaged inIT/System Development and MaintenanceActivities.

Certified statement disclosing thenumber of dedicated pool of technicalpersonnel with qualification to befurnished in this regard fromAuthorized person in HRDepartment/Director/other equivalentsenior executive of the Bidder

8. The Bidder must have CMM level 3 ( orabove)

ORThe Bidder must have ISO 9001:2008Certification as a software company

ORAn existing State level agency in any CEO’sOffice with experience of ERMS handling in anystate in India.

Copy of certificate highlighting theexpiry date of the certificate

ORRequisite ISO Certificate

ORA certificate from the concerned CEOthat performance of the agency inmaintenance and developingapplications for election related worksas per requirement of ECI and ERMSwere performed in ‘EXCELLENT’manner.

9. Bidder should have a valid P.Tax (both EC &RC), PAN, Service Tax Registration, Bank A/c

Copy of P.Tax (EC & RC) Return of lastquarter, PAN and Service TaxRegistration, Bank A/c, self-attested byauthorized signatory of the bidder.

10. Experience of handling large volume datamanagement project.

Self-attested copy of work orders withvalid completion certificates of theproject.

11. The bidder should submit details of anypending litigation in High Court, SupremeCourt of India or any other statutory legalforum.

Details to be provided in a declarationnotarized by first class magistrate.

12. Authorized Signatory of the Bidder. Power of Attorney, in the name ofperson signing the Bid, authorizing himto submit/execute this agreement as abinding document.

13. Joint Venture/ consortium of companies are not allowed for bidding in this RFP/tender.

All the above mentioned documents/forms are to be submitted by the bidder as per proformagiven in the RFP in their letter head with proper signage and stamp by the authorizedsignatory of the bidder.

5. Technical and Financial Bid Consideration andEvaluation:

5.1 Technical Bid consideration and Evaluation:

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.

Technical bids will be evaluated by the Proposal Evaluation Committee to be formed forthe purpose by the Chief Electoral Officer, West Bengal.

The Proposal Evaluation Committee constituted by the Chief Electoral Officer, West

Bengal shall evaluate the responses to the RFP and supporting

documents/documentary evidence. Inability to submit requisite supporting

documents/documentary evidence, the Bid shall not be considered for evaluation and

will be summarily rejected.

Each of the responses shall be evaluated as per the criterions and requirements specified inthis RFP.

Bidders who meet the Eligibility Criteria spelt out in Section 4.1 will be required to make apresentation on the specified date as mentioned in the RFP, on their understanding of theproject and their Solution.

Financial bid shall be opened only for bidders who qualify in the technical evaluation asper the decision of the Proposal Evaluation Committee after analyzing the presentationmade by the bidders.

The Proposal Evaluation Committee reserves the right to reject any or all proposals on thebasis of any deviations and the decision of the Committee in the matter of evaluation ofthe bids shall be final and abiding.

The decision of the Proposal Evaluation Committee will be uploaded in the e-Tenderportal https://www.wbtenders.gov.in

Scoring ModelTECHNICAL EVALUATION CRITERIAS. No Criteria Basis for valuation Max

Marks1. COMPANY PROFILE 10

Annual turnover of Five Crores inIndian Rupees for each of the pastthree audited accounting years

More than Rs 10 Cr : 10 marks

>=Rs. 8 Cr & <= Rs. 10 Cr : 8 marks

>= Rs. 5 Cr & < Rs 8 Cr : 7 marks

2. RELEVANT STRENGTHS 15

No. of successfullyimplemented similar Projects inlast 3 years

= 1 projects : 11 marks= 2 projects : 12 marks= 3 projects : 13 marks>3 projects : 15 marks

3. EXPERIENCE IN WORKING WITHELECTION RELATED SOFTWARE INOTHER STATE

5

16

No. of successfullyimplemented Projects in last 3years

= 1 state : 2 marks= 2 states : 3 marks= 3 states : 4 marks>3 states : 5 marks

4. APPROACH & METHODOLOGY 60

Presentation by bidders on Solutionand Proposed Demonstration ofunderstanding of therequirements

Qualitative assessment by the ProposalEvaluation Committee based onpresentation made by the biddershighlighting

•Detailed Technical solution

architecture and its componentsproposed : 15 Marks

•Project Management Approach &Methodology proposed : 10 Marks

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Approach and Methodology toperform the work in thisassignment

Qualitative assessment by the ProposalEvaluation Committee based on −Understanding of the objectives of theassignment and the extent to which theSystems Implementer’s approach and workplan respond to the objectives indicated inthe Scope of Work

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5. RESOURCE PROFILE 10

Resume of all the technicalmanpower proposed for theassignment

Qualitative assessment by the ProposalEvaluation Committee

6. CERTIFICATION AND EXPERIENCE ASSLA

10

The Bidder having CMM level 3 (orabove)

5

Bidder having ISO 9001: 2008Certification as a softwarecompany

2

The existing state level agency inany CEO's office with experienceof ERMS handling in any state inIndia

3

Total Marks 100

Bidders, whose bids are responsive and score at least 70% in the (given) defined scoringmechanism would be considered technically qualified.

Bidder representatives are required to be present for technical bid evaluation and presentationpurpose.

5.2 Financial Bid Evaluation

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The Financial Offer of the prospective bidders will be considered only if the Technical Bid of thebidder is found qualified by the ‘Proposal Evaluation Committee’ formed by the Chief ElectoralOfficer, West Bengal. The decision of the ‘Proposal Evaluation Committee’ will be final andabsolute in this respect. Both Technical Bid and Financial Bids are to be submitted concurrentlyduly digitally signed in the e-Tender portal https://www.wbtenders.gov.in.

The financial bids of only the qualified bidders will come under consideration. The format ofthe BOQ is attached as annexure 8.2. The bidders should quote rate individually against itemsas well as collectively. Evaluation will be done on the basis of the grand total rate (inclusive ofall applicable taxes excluding service tax) quoted in the relevant column of the BOQ.RFP/Tender documents may be downloaded from website and submission of Technical Bid and

Financial Bid will have to be done as per time Schedule specified in this document under theheading, BID DATA SHEET.

5.3. Taxes and Duties1. All payments will be subjected to tax deduction at source as applicable/required at the

prevailing tax rates. All prices quoted should be inclusive of all applicable taxes excludingservice tax.

2. The Bidder shall be solely responsible for the payment of all taxes including Servicetax, Income Tax, duties, license fees etc. as per existing Government norms.

3. In the eventuality of any increase in duties, taxes and surcharges and other charges onaccount of any revision, enactment during the period of validity of the Bids, the decision ofChief Electoral Officer will be final and binding and no disputes in this regard will beentertained.

5.4. Mode of Submission of BidsAll documents and corresponding information are to be obtained, shared and submitted onlythrough e-tender process. The Bid submission process has been detailed under the titleInstructions to Bidders.

5.5. Pre-Bid MeetingThe intending bidders and/or their official representatives may attend Pre-Bid meeting asmentioned in the Bid-Schedule.

The purpose of the meeting will be to clarify issues and address clarifications sought by thebidders in this context. The bidder is requested to submit his Request for Clarifications throughemail only, not later than 3 (three) calendar days before the meeting to be held at the Office of theChief Electoral Officer, West Bengal 21, Netaji Subhas Road (2nd Floor), Kolkata- 700 001. Theresponses for the clarifications sought by the bidders will be distributed to all the bidders. Anymodifications in the bidding documents, which may become necessary as a result of the pre-bidmeeting, shall be made by this Office exclusively through an Addendum which will be uploadedin the website. The decision of the Chief Electoral Officer, West Bengal in this regard shall be finaland binding on all.

Email Ids where the pre-bid queries are to be sent:

ceo_westbengal@eci.gov.in

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ceo-election-wb@nic.in ceowbelection@gmail.com wbelection@gmail.com

However, it is not binding upon this office to hold a pre-bid meeting or restrict itself to holdingonly one such meeting. If it feels, that the clarifications sought by the bidders do not require a pre-bid meeting, it may cancel the meeting and send the replies to the bidders by email alone.

5.6. Cost of Bidding

The bidder shall bear all costs associated with the preparation and submission of the bid and, thisOffice shall in no case be responsible or liable for these costs, regardless of the conduct or outcomeof the bidding process.

5.7. Language of BiddingThe bid prepared by the bidders, as well as all correspondence and documents relating to the bidsexchanged by the bidders and the Tendering Authority shall be in the English language only.Wherever the correspondence is not in English, requisite translation shall be attached and theEnglish version shall prevail.

5.8. Bid FormsThe bidder shall complete the Bid Form (annexed with this document) and provide the relevantdocuments in obedience to the eligibility conditions for the bidders spelt out in this document. Allforms and corresponding information to be uploaded in the e-Tender portalhttps://www.wbtenders.gov.in

5.9. Earnest Money

The Bidders are required to submit an Earnest Money Deposit (EMD) amounting to Rs.2,00,000(Rupees two lakhs only) through bank draft in favour of the Chief Electoral Officer,West Bengal payable at Kolkata. EMD shall be submitted through online mode only . Receiptand refund of EMD shall be processed through state government e-procurement portal. Theonline receipt of EMD is governed by Finance Department Notification No 3975-F(Y) dated 28thJuly, 2016 (Copy enclosed).

The EMD shall be forfeited in the event of

The Bidder withdrawing the offer during the period of validity of the RFP/tender OR The Bidder submits false, fake and forged documents, OR The Successful Bidder failing to sign the contract form or furnish the Performance Bank

Guarantee/ Security Deposit as specified in this document.

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No interest whatsoever shall be paid on the EMD both for successful and unsuccessful biddersfor the applicable period.

5.10. Performance Bank Guarantee:

The Selected Agency (SLA) shall at its own expense, deposit with the Chief Electoral Officer, WestBengal, within seven (7) working days of the date of notice of award of the contract anunconditional and irrevocable Performance Bank Guarantee (PBG) from a Bank acceptable toChief Electoral Officer, West Bengal, payable on demand, for the due performance and fulfilmentof the contract by the SLA.

The value of performance guarantee shall be₹12 Lakhs which will be required to be furnished tothis Office. All charges whatsoever such as premium/ commission etc. with respect to the PBGshall be borne by the SLA.

The PBG may be in the form of three year guarantee and renewable from year to year by the SLAat least three months prior to its expiry.

6. INSTRUCTION TO BIDDERS

6.1. General guidance for e-TenderingInstructions / Guidelines for electronic submission of the RFP/tenders have been annexed forassisting the agencies/firms/entities to participate in e-Tendering.

6.2. Registration of ContractorAny agency/firm/entity etc. willing to take part in the process of e-Tendering will have to beenrolled & registered with the Government e-Procurement System, through logging on tohttps://wbtenders.gov.in . The bidder may also consult the website of the Chief Electoral Officer,West Bengal to view the RFP.

6.3. Digital Signature Certificate (DSC)Each agency/firm/entity etc is required to obtain a Class-II or Class-III Digital SignatureCertificate (DSC) for submission of RFP/tenders from the approved service provider of theNational Informatics Centre (NIC) on payment of requisite amount. Details are available at theWeb Site above. DSC is given as a USB e-Token.

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The agency/firm/entity etc. can search & download RFP & Document(s) electronically fromcomputer once he logs on to the website using the Digital Signature Certificate.

6.4. Submission of RFP/TendersRFP/Tenders are to be submitted online to the website in two folders at a time for each work, onein Technical Proposal & the other is Financial Proposal before the prescribed date &time using theDigital Signature Certificate (DSC). The documents are to be uploaded which should be virusscanned and Digitally Signed. The documents will get encrypted (transformed into non readableformats).

6.5. Bid Submission Process

Prospective bidders shall have to submit their bid on-line through https://wbtenders.gov.in.

Intending bidders may download the RFP/tender documents from web site:https://wbtenders.gov.in through digital signature alone. In case of change of date, dueintimation will be given in News dailies and website. List of the important dates related to bid,including Bid Schedule, are given in the Annexure.

The Chief Electoral Officer, West Bengal reserves the right to reject or cancel any or all pre-qualification documents and bid document or the entire RFP/tender process without assigningany reason whatsoever.

6.6 Technical Proposal:

The Technical proposal should contain following documents:1. Bank Draft towards Earnest Money (EMD) as prescribed in the N.I.T. in favour of the Chief

Electoral Officer, West Bengal payable at Kolkata.2. All documents as stated in the Eligibility criteria in Section 4.1.

6.7. Bill of Quantity (BOQ)

The rates shall be quoted by the bidder entirely in Indian Rupees. Bidders will have to submitrates for the SLA work inclusive of all taxes/fees/levies. In case of non-participation by anybidder, the specified space for quoting the rate must be kept Blank and in no situation, it is to befilled with zero (0).In the Bill of Quantity, the bidders will quote rates individually in appropriate columnsagainst items mentioned therein as well as collectively in the column marked under heading,Gross Total Value per annum including all taxes/cess/levies etc. (excluding service tax).Evaluation of financial bids will be done on the basis of the grand total value per annum

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(inclusive of all applicable taxes excluding service tax) quoted by the bidders who havequalified in the technical bids.

The bidder whose RFP/tender may be accepted shall be called State Level Agency (SLA) whichexpression shall unless excluded by or repugnant to the context will be deemed to include theirheirs, executors, administrators and assignees.

6.8. Special Terms & Conditions

6.9. Bid Opening

a) The online RFP/tenders will be received up to the time and date mentioned in the BidSchedule and will be opened on the date and time mentioned therein. In the event of thespecified date of Bid opening being declared holiday, the Bid shall be opened at thespecified time and location on the next working day. The list of technically qualifiedbidders will be uploaded in the portal.

b) The Technical Bid will be evaluated by the Proposal Evaluation Committee as per theEligibility Criteria mentioned in this document. The Financial Bids of technically qualifiedbidders alone will be opened. The decision of the committee shall be final in this regard.

6.10. RFP/Tender Rejection Criterion

The RFP/tenders with the Technical Bid not containing scanned copy of the EMD Receiptwill be summarily rejected.

RFP/Tenders with incomplete information, subjective and conditional offers as well aspartial offers will be liable for rejection.

RFP/Tenders with variance/contradiction between Technical Bid and Financial Bid will beliable for rejection. If the offer does not meet the RFP/tender requirements, this Officereserves the right to reject any or all the RFP/tenders without assigning any reasonwhatsoever.

RFP/Tenders submitted without any of the mandatory statements/documents of thebidders are liable for rejection.

In addition to the above rejection criteria, if there is non-compliance of any of the clausesof this RFP/Tender Document, the tenders are liable for rejection.

1. There will be no sub-letting of the Contract.2. Under no circumstances escalation in prices will be entertained.

Note-1. – Subject to the special rules or order or procedure that may be prescribed by the Government in respect of aparticular department, open tender shall invariably be invited for the supply of articles or stores or for execution of

works and services worth Rs. 1,00,000=00 or more. For high-value purchase exceeding Rs. 10 lakh or for purchasingplant, machinery, etc. of complex and technical nature, bids may be invited in two parts under two-bid system laiddown in rule 47C below. Selection of agency should be made on the basis of at least three tenders, which shall beopened in presence of willing agents. If the number of tenders received is less than three, tender should be invited

afresh. In case of invitation of tender under two-bid system, if the number of tenderers/bidders qualified in thetechnical bid is less than three, tender should be invited afresh. Purchase upto Rs. 10,000=00 may be made without

any tender or quotation. The purchasing authority shall certify that the purchase has been made at reasonable marketprice in cases of purchase from the open market without tender/quotation. Purchase above Rs. 10,000=00 and uptoRs. 1,00,000=00 shall be made after inviting, quotations from at least four reliable firms, which shall be opened inpresence of willing agents. In such cases of purchase by invitation of quotation, procurement shall be finalised on

recommendation of Local Purchase Committee to be constituted in each office. In respect of offices outside Kolkata,the notice for quotation shall be issued through notice board of the concerned office, the offices of the District

Magistrate and the Sub-Divisional Officer and the Panchayat, Municipality of that locality. In Kolkata, such noticeshall be circulated by displaying in the notice board of Local Offices and by sending the same to suppliers etc.

Note -2 – Tender notice shall always be given due publication through the leading dailies in English, Hindi andBengali. The use of intermediate general suppliers should be discouraged. Open tender for supply of articles or stores

or for execution of works worth Rs. 1,00,000/- or more shall be invited in the following manner:

Sl. No. Item Manner of Tender1 For supply of articles or stores or for execution of works and services with estimated value exceeding Rs.

10,000 upto Rs. 1 lakh. Publication of the work on the notice board and on the official website of theadministrative department, if maintained.

2 For supply of articles or stores or for execution of works and services with estimated value exceeding Rs. 1lakh upto Rs. 5 lakh. Publication of the work on the notice board and on the website of the administrative

department, if maintained and also brief referral advertisement in one daily Bengali newspaper [in case of hill areasof Darjeeling District in Nepali newspaper.]

3 For supply of articles or stores or for execution of works and services with estimated value exceeding Rs. 5lakh up to Rs. 10 lakh. Publication of the work on the notice board and on the website of the administrative

department, if maintained and also brief referral advertisement in two daily newspapers, one in Bengali [in case ofhill areas of Darjeeling District in Nepali newspaper and the other in English.

4 For supply of articles or stores or for execution of works and services with estimated value exceeding Rs. 10lakh. Publication of the work on the notice board and on the website of the administrative department, if

maintained, and also in the official website of Government of West Bengal, and also brief referral advertisement inthree daily newspapers, one each in Bengali [in ease of hill areas of Darjeeling District in Nepali newspaper], in

English and in Hindi.Explanation: Brief referral advertisement will contain only certain title information such as name and location of the

scheme, last date for submission of tender, names of the websites where details are available.

The administrative departments are permitted to issue advertisements directly to the newspapers having sufficientcirculation for the said purpose of procurements, wherever necessary, at the rates approved by the Information &

Cultural Affairs Department, Government of West Bengal.

For Tender value of Rs. 50 lakh and above, e-tendering through the centralized e-Tender Portal[http://wbtenders.gov.in] is mandatory, in addition to publication in print media.

Note-3 – A minimum period, as stated below, shall be allowed for submission of the tenders from the final

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The office of the Chief Electoral Officer, West Bengal reserves the right to terminate the WorkOrder without giving any reason in case of failure to execute the contract or abide by any termsand conditions as contained in the said agreement.

6.11. Arbitration

In the event of any dispute or differences between the parties, the same shall be referred to theArbitration before a Board of Arbitrators comprising one nominee from the SLA and the office ofthe Chief Electoral Officer, West Bengal and a presiding arbitrator, to be nominated inconsultation with the State Government in the Finance Department, before entering upon thereferences. The venue of such Arbitration shall be the Office of the Chief Electoral Officer, WestBengal.

6.12. Period of Agreement

The agreement will be made initially for the period of 03 (three) years. The agreement may berenewed depending upon the performance of the company and as per consideration of theauthority.

6.13. Signing of agreement

An agreement will have to be signed by the successful bidder with this office pledgingadherence to the terms and conditions as above.

The selected agency will be offered an intimation of acceptance before signing of theagreement.

The bidder should submit a self -declaration that it has no previous history of arbitration,litigation or causing accusations against the Government or its organizations.

The participating company has to furnish an undertaking that it has no previousbackground of having defaulted while undertaking any previous work of the Governmentor its entities.

6.14. Mode of Payment

Payment will be made in two parts. After 6(six) months 50% of the total annual project value, asmentioned in the terms of the agreement, will be paid on receipt of the bill on the basis of thesatisfactory completion of the work within the given time frame. After 1(one) year, the balancepayment will be made taking into consideration TDS/ STDS/TCS and other taxes/Cess/duties as

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per law. No advance payment will be made. For payment at any stage to be made, the work has tobe executed to the satisfaction of the authority.The grand total value per annum of the project cost will remain unaltered for all the 03 years ofthe contract and there will be no yearly enhancement whatsoever in the cost.

6.15. Price Format1. All price should be quoted in Indian Currency (INR)2. All price should be strictly according to the format provided in Annexure 23. The total prices of individual item should be written in words and figures. In case of

dispute, words would be treated correct.4. In case of dispute in addition individual item will be considered correct and the amount

arrived after adding the individual items will be considered right thereafter.

6.16. Penalties for delay in team mobilizationIf the selected agency fails to complete the specified milestones within the time period (s)specified, Chief Electoral Officer may, without prejudice to its other remedies under theAgreement, levy as Penalties, a sum equivalent to 0.50 % per week of the arithmetic sum of theproject value.

6.17. Liquidated DamagesSubject to clause for Force Majeure, if the selected agency fails to operate project within thescheduled completion date or the extended date, if any, following actions may be taken,

Forfeiture of the Performance Guarantee Amount , In case, the Operator repudiates the contract before completion of the work, the Chief

Electoral Officer at his discretion may without prejudice to any other right or availableremedy, may recover 0.50% per week subject to a maximum of 10% (ten percent) of theproject cost from the operator as Liquidated Damages (LD),

The Chief Electoral Officer may without prejudice to its right to affect recovery by anyother method deduct the amount of liquidated damages from any money belonging to thevendor in its hands (which includes the Chief Electoral Officer’s right to claim suchamount against vendor’s Performance Bank Guarantee) or which may become due to theoperator. Any such recovery or liquidated damages shall not in any way relieve theoperator from any of its obligations to complete the works or from any other obligationsand liabilities under the Contract.

Termination of the contract.

6.18. Exit Policy:Term of the contract is three years from the date of signing of the agreement, which may berenewed subject to the satisfactory completion of work as defined in the contract agreement andthe decision of the competent authority in this regard.

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That on the expiry of this Agreement, the Selected State Level Agency assigned for theperformance of the services under this Agreement shall handover or cause to be handed over allthe Confidential Information, database, software/ applications and all other relatedmaterials/documents in its possession, in both soft and hard versions, including all the hardwareand infrastructure provided by this office to the Chief Electoral Officer, West Bengal or an officialauthorized by the Chief Electoral Officer, West Bengal.In the event of termination or exit on expiry of contract duration, the SLA will remain entitled towithdraw all hardware, IT and other infrastructure which is its sole and exclusive property fromthis office in the manner without prejudice to the interests of the Office of the CEO, WB.

6.19. TerminationThe CEO, WB without prejudice to any other remedy for breach of Contract, by written notice ofdefault sent to Selected Agency, may terminate the Contract

If the Selected Agency fails to deliver any or all Contracted services as per servicestandards specified in the agreement or

If the Selected Agency fails to perform any other obligation(s) under the Contract, or If the Selected Agency in the judgment of CEO, WB has engaged in corrupt or fraudulent

practices in competing for or in executing the Contract Violation of any other terms of the contract.

The Chief Electoral Officer, West Bengal will have the right to terminate the contract at any pointof time if the performance of the Selected Agency is not satisfactory by giving one month notice.In such a case, the Chief Electoral Officer shall give 30 days’ notice to the vendor of its intention toterminate the contract and shall so terminate the contract unless during the 30 days’ notice periodthe vendor initiates remedial action acceptable to the Chief Electoral Officer.

Use of Equipment after termination

The hardware and other facilities installed and implemented by Selected Agency may bewithdrawn by the concerned agency without prejudice to the interests of the Chief ElectoralOfficer, West Bengal.

6.20. Software Licenses

All application, database and other software licenses used for operation to be procured byselected agency will be in the name of CEO, West Bengal.

6.21. Obligations of the Selected AgencyThe Selected Agency shall be obliged to work closely with members of staff of this Office, actwithin its own authority and abide by the directives issued from time to time.

The Selected Agency shall abide by the job safety measures prevalent in India and will freeCEO, West Bengal from all demands or responsibilities arising from accidents or loss oflife the cause of which is the agency's negligence.

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Selected Agency shall be responsible for the maintenance of all equipments andinfrastructure for the entire period covered under agreement, up keep and up gradation ofthe hardware and other devices including the ones owned by the office during the entireperiod of the contract.

The Selected Agency must handle carefully all the equipment and work. He should notaffect the normal working of Government office.

Right time attendance and obligation to work are vital for functioning at this office. Themanpower deployed by the agency will be required to register their attendance throughBiometric Attendance System (BAS) installed at this office.

Unless on leave, no replacement should take place in respect of any member of themanpower deployed in the office. Moreover, within the entire agreement period, not morethan 4 replacements of manpower will be allowed to take place. Penalty shall be imposedin case of leave/absence without due notice to this office.

The selected agency will be allowed to use space earmarked at the Office premises of the CEO,West Bengal and basic infrastructural facilities namely drinking water, toilet, furniture andelectricity. Anything over and above this, which may be considered necessary for day-to-dayfunctioning of the SLA, including hardware, logistics such as paper and cartridge, shall haveto be procured and maintained by the agency itself at its own cost.

6.22. Work PolicyOnce the agreement is signed between the Chief Electoral Officer and the SLA, it is accepted

That the Selected Agency agrees to employ its best efforts to meet the Assignment deadlinesand standards applicable.

That time is the essence of the contract. In hours of necessity, the SLA shall have to renderservices beyond the assigned, scheduled hours and meet deadlines without fail. No excuseswill be entertained in this regard.

That the Selected Agency shall provide and carry out the stipulated services at the premisesof the offices as directed by the CEO, WB. Any individual assigned for the performance of theservices under this Agreement, shall observe the rules and regulations of CEO, West Bengal;

That the persons engaged by the Selected Agency must have a record of integrity and nocriminal convictions in the past.

That the Selected Agency shall make sure that proper working atmosphere is maintained inthe working area. No member of staff will be allowed any sort of misbehaviour in thepremises of the CEO, WB or at the offices of other departments. In case of any such incidence,the Selected Agency will be solely responsible and shall immediately discontinue the servicesof the person involved, after such enquiry as might be caused to be conducted by CEO, WB.

That the Selected Agency and any individual assigned for the performance of the servicesunder this Agreement should agree to comply with the standard/ special physical securityprocedures of CEO, WB at the locations where the Selected Agency is performing work.

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7. Check List

The documents, duly self-attested and scanned, which are required to be uploaded at the timeof submission of RFP/tender through e-tendering Process are governed by the eligibilitycriteria spelt out in Section 4.1.

8. ANNEXURES

8.1. Annexure I: Covering Letter Format of Technical Bid

Date: [Insert: date of bid]

ToThe Chief Electoral Officer,West Bengal,21, Netaji Subhas Road,Balmer Lawrie BuilidingKolkata – 700001.

Dear Sir,

Having examined Request For Proposal (RFP) number dated _/_/2016, the receipt of which ishereby acknowledged, we, the undersigned, offer to provide services (as specified in the RFP) asthe “State Level Agency” in the Office of the Chief Electoral Officer, West Bengal, in fullconformity with the said RFP for the sum hereinafter called "the Total solution Bid Price" asmentioned in the Commercial Bid Document, or such other sums as may be determined inaccordance with the terms and conditions of the Agreement. The Total Solution Bid Price is inaccordance with the Price Schedules herewith made part of this bid.

We undertake, if our bid is accepted, to commence work as the “State Level Agency” in the Officeof the Chief Electoral Officer, West Bengal, and to deliver the services within the respectivetimeframes mentioned in the RFP.

We declare that we have studied the RFP and are making this proposal for all the servicesspecified in the RFP. We also declare that we have studied the necessary locations and systemsnecessary for the development of this Technical and Financial bid.

We have read the provisions of RFP and confirm that these are acceptable to us. All necessaryclarifications sought for by us had been duly clarified, by the Chief Electoral Officer, West Bengal.We undertake, if our bid is accepted, to commence the work on the project immediately uponyour Notification of Award to us, and to complete it within the specified time-frames. We alsounderstand that Bids with Commercial Values for solution entered in the Technical Proposal shallbe summarily rejected.

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If our bid is accepted, we undertake to provide a Performance Guarantee in the prescribed formand, for the amount, and within the times specified in the RFP.

We undertake that, in competing for (and, if the award is made to us, in executing) the abovecontract, we will strictly observe the relevant laws against fraud and corruption in force in India.

We agree to abide by this bid, consisting of this letter, the Price Schedules, EMD, the dulynotarized power of attorney, and all the Appendices to this Bid Form, from the date fixed forsubmission of bids as stipulated in the RFP, and it shall remain binding upon us and we agree toabide by all the clauses prescribed in this bid document for the duration of the contract, ifawarded to us.

Until the formal order is placed and final Agreement is prepared and executed between us, thisbid, together with your written acceptance of the bid (if provided) and your notification of award,shall be a binding contract on us.

Dated this [insert: number] day of [insert: month], [insert: year] Signed:

In the Capacity of [insert: title of position]

Duly authorized to sign this bid for and on behalf of [insert: name of the Bidder]

Appendices: as per technical specifications

8.2. Annexure II (Format for Financial Bid)

Office of the Chief Electoral Officer, West Bengal Balmer Lawrie Builiding, 21, Netaji Subhas Road, Kokata-700001

NIT/RFP CEOWB/2016/e-Tender/001/SLA Dated: 2016

FINANCIAL BID

SLNo Description of work and requirement of given

number of personnel as per RFP/tender document

Qty.

Unit rate per month (Excluding

Service Tax*)

Total cost per

month per

Total cost

Annum

1 Data Base Administrator cum System Administrator 1

2 System Analyst/Sr. Software Developer 1

3 Network/Hardware Support Staff 1 4 Dot Net Programmers 2

5 Data Entry Operator 1

6 Hardware and software charges (per annum)

7 Other Charges (per annum)

Grand Total Cost Per Annum (inclusive of all taxes, excluding Service tax)

Total in Words

Chief Electoral Electoral Officer, West Bengal

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